During our review of agencies' invoices, we noted some inconsistencies
with the invoice transaction date recorded in FLAIR. As a reminder,
the latest of the following three dates should be used as the transaction
date: (1)the date the invoice was received at the location designated
on the purchase order or contract (2)the date the goods and/or services
were received, or (3)the date the goods and/or services were inspected
and approved. In situations where these three dates are not on an invoice,
we will use the invoice date as the beginning date for calculating interest
due vendors under Section 215.422, Florida Statutes.

In instances where an agency requests a duplicate invoice, the original
invoice date should be recorded in FLAIR. It appears some agencies are
using the date the duplicate was received. If the later date is used,
a prompt payment invoice would not be produced in FLAIR. This could
result in a vendor not receiving interest on invoices over forty days
old. We will be monitoring the usage of transactions dates and will
be following up on large number of days between invoice date and warrant
date.

Section 215.422(9), Florida Statutes, which required each agency
to annually certify to the Comptroller their compliance with the prompt
payment laws, has been amended. Effective October 1, 1999, the certification
to the Comptroller is no longer required. However, evidence of compliance
with the statute should be maintained by the agency.

If you have questions, please contact Reuben Helms at (850) 410-9354,
SUNCOM 210-9354.